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PMP Certification: A Beginner s Guide
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Who s on First (Knowing the Schedule)
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You are the PM on a global project that requires all hands on deck availability during a critical test of a new call center scheduled to go live after the Labor Day weekend (a holiday in the US on the first Monday during the month of September) The majority of the project preparation work effort is to occur during the month of August One of your team members in Asia casually mentions that most of the Asian team members will be out honoring religious holidays most of the month of August What do you do Take a few minutes to jot down possible solutions before reading the following answer Answer: If the schedule is set and the deliverable is firm, use team members from other countries who don t recognize the same holidays, or pay higher rates to the people who are available and willing to work over the holiday period to keep the project on schedule To effectively manage resources, you need to do your research ahead of time You need to know that many countries in both Asia and Europe have major holidays/vacations during the month of August Therefore, you should plan accordingly Useful tools include a resource/responsibility assignment matrix (RAM) (see Figure 6-9) and, of course, a resource calendar for quick reference to see who is assigned to critical activities and whether they are available when needed
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The resource calendar can be used to identify risks, schedule duration, and needed backup skills It also serves as a negotiation tool when critical path activities are at risk This is where the PM needs to be focused and use all the resources available to the fullest extent possible The PM must keep people informed, assigned, focused, engaged, and challenged as well as continue to reinforce the value of each person to the team and their roll on the project
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Resource Leveling Resource leveling does not mean knocking people over (like on the football or rugby field), even though the large workload many of us face tends to knock us over at times Resource leveling is when you balance the work across the workers and not overload our friend the overachiever
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Activity Plan party Purchase food Decorate office Serve the food S P Mary P P P S S Joey Bob Sue
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Legend: P = Primary, S = Secondary
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Figure 6-9
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Sample resource assignment matrix (RAM)
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6: Project Time Management
From a project manager s perspective, resource leveling is a process used to examine a project for an unbalanced use of resources (usually people) over time and for resolving conflicts in worker availability or overallocation of work to help prevent burnout Wikipedia offers the following on resource leveling: When performing project planning activities, the [project] manager will attempt to schedule certain tasks simultaneously When more resources such as machines or people are needed than are available, or perhaps a specific person is needed in both tasks, the tasks will have to be rescheduled concurrently or sequentially to manage the constraint [6] During project planning, the PM and the team need to look closely at resource leveling to resolve potential conflicts early in the project life cycle Note that this process is one that should be used over the course of the project; otherwise, you will likely impact one of the key constraints (time, cost, and scope) When you use project scheduling software, resource leveling is a feature that can help you to calculate delays However, don t let the scheduling software run amuck by making assumptions for you Real resource leveling might require delaying tasks until resources are truly available In any case, leveling could result in a later project finish date, especially if the activities affected are on the critical path
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The Overachiever ( Pick Me, Coach! )
During the project kickoff meeting, one of your team members who is known to be an overachiever (OA) keeps volunteering for more work The OA has always been quick to sign up for extra work You think to yourself, What a team player! As you quietly wish you had a whole team of OAs, you enter the assignments in the software scheduling tool and click the Resource Leveling button to verify the work is balanced across the team Your heart stops when you see the OA has signed up for two years worth of work on a one-year project What do you do now Take a few minutes to jot down a possible solution before looking at the following answer Answer: You pull OA aside (one-on-one) and thank her for her willingness to take on the extra work Then you have to explain there are not enough days in a year for her to complete all the work she signed up for Lastly, you go through the work packages together to focus on the best use of OA s time and reassign the extra work to other team members as equably as possible
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